Academic Advising Basics

Arizona Board of Regents, 2011 updated 07.11.2010 v.3.0 For information and permission to use our PDF manuals, please contact uitsworkshopteam@listserv.com PDFs available at www.uits.arizona.edu/workshops

COPYRIGHT & TRADEMARKS Copyright 2011, Arizona Board of Regents. All rights reserved.

Table of Contents Training Guide Student Services Center... 1 Viewing the Student Center Tab... 1 Viewing Transfer Credit... 17 Viewing the Academics Tab... 23 Viewing Academic Requirements... 29 Generating Advisement Reports...33 Generating an Academic Advisement Report... 33 Generating a Planner Report... 45 Generating a What-If Report... 51 Understanding Advisor Notes...63 Viewing an Advisor Notes... 63 Creating an Advisor Note... 69 Adding an Addendum to an Existing Note... 87 Page iii

Student Services Center Viewing the Student Center Tab Procedure Use the student center tab to view Student Center the way a student sees it. Note: Student Services Center is also used to view additional student information, as referenced in the other tutorials under the Student Services Center section. 1. This tutorial begins after navigating to Campus Community > Student Services Center and searching for the student. 2. As you can see, the student center tab gives a snapshot of current student information, such as the class schedule and financial information. Scroll down to access the information on the bottom of the page. Click the scrollbar. Page 1

3. You can also view Personal Information, such as date of birth, address, and phone number. Scroll up to return to the top of the page. Click the scrollbar. Page 2

4. Under the main sections click the links, such as My Class Schedule or View Financial Aid, to view more details from the student's point of view. Note: Many of the links on the right side launch external sites. 5. The drop-down menu allows you to view other parts of a student's information the way the student sees it. Click the Group Box drop-down list. 6. Using the drop-down, you can navigate to details about Academic Requirements, Course History, Grades, and the Transfer Credit Report. Depending on your access and the time in the academic year, you may see a slightly different list of items than the student does. 7. However, the tabs across the top provide more details than the drop-down options. For example, the general info tab contains additional personal data and Student Groups, as well as an additional place to view Service Indicators. 8. Within the This Weeks's Schedule section, the student can see certain deadlines at a glance. Click the Academic Calendar Deadlines button. Page 3

9. On this screen, you see standard academic calendar information as well as deadlines specific to the class. Click the scrollbar. Page 4

10. Click the Return to Student Center link. Page 5

11. In addition to seeing the list view of the schedule, you can also see a calendar view. Click the Weekly Schedule link. 12. Click the scrollbar. Page 6

13. Use the Display Options section to customize the view of the calendar. Note: If you make any changes to the filters, you must click the refresh calendar button in order for the change to display. 14. Click the Cancel button. Page 7

15. The student's Shopping Cart Appointment, Enrollment Appointment, and Open Enrollment dates are visible from the student center tab. Note: The information you see in the Enrollment Dates box varies depending on the time in the academic year. Click the details link. Page 8

16. Select the appropriate term. Click the Fall 2011 option. 17. Click the Continue button. Page 9

18. This student has an Enrollment Appointment and Open Enrollment Dates which are dates the student can enroll. Note: The example here is not representative of actual Enrollment dates. 19. Click the Cancel button. Page 10

20. Once the Schedule of Classes for a term is available, a student can search for and add classes to the Shopping Cart, which allows for one click registration once the student's Enrollment Appointment rolls around. Note: For more information on how students use the Shopping Cart, refer to the Student Center Video Page (http://uits.arizona.edu/workshops/workshop_detail?view=208). 21. You and the student can access a detailed class schedule. Click the My Class Schedule link. Page 11

22. In this example you want to view the student's Spring schedule. Click the Fall 2011 option. 23. Click the Continue button. Page 12

24. You can alter which classes display by checking or unchecking the boxes under Class Schedule Filter Options. To apply the change, click the filter button. 25. Click the scrollbar. Page 13

26. If you print the schedule, it is recommended you do so from the page specifically formatted for printing. Click the Printer Friendly Page link. 27. Click the scrollbar. Page 14

28. Click the Return to My Class Schedule link. 29. Click the scrollbar. Page 15

30. To return to the student center tab, click Cancel. Click the Cancel button. 31. You've now seen the basics of what is available on the student center tab in Student Services Center. It is recommended you view the Student Center Video Page (http://uits.arizona.edu/workshops/workshop_detail?view=208), which contains several videos that show students how to navigate and use some of the Student Center features. End of Procedure. Page 16

Viewing Transfer Credit Procedure In Student Services Center there are two different way to view Transfer Credit. Note: You can only view Transfer Credit if you have the appropriate access. 1. This tutorial begins after navigating to Campus Community > Student Services Center and searching for the student. 2. One way to view Transfer Credit is through the tab. Click the Transfer Credit tab. Page 17

3. The Course Credits section displays a summary of the student's Transfer Credit. The Test Credits section shows AP and other test credit. The Other Credits section shows graduate level Transfer Credit. Click the Statistics link. 4. The Statistics tab shows detailed information about the student's previous college and units transferred. 5. You can also see a detailed view of Transfer Credit from the student center tab. Click the Student Center tab. 6. The drop-down menu allows you to access the Transfer Credit Report. Click the Group Box drop-down list. Page 18

7. Click the Transfer Credit: Report list item. 8. Click the Go button. Page 19

9. The Transfer Credit Report gives a summary of the transferred classes and credits. In many cases, this will be a more useful view than the transfer credit tab. Note: Pay attention to the Status column. Only coursework marked Posted is officially articulated and accepted by the University of Arizona. Any other Status has not been evaluated yet and will not appear on the Academic Advisement Report or Transcript. 10. Click the scrollbar. Page 20

11. Click the Cancel button. 12. While you just walked through two different ways to view Transfer Credit, viewing the report via the drop-down link on the student center tab is the easiest at-a-glance view. End of Procedure. Page 21

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Viewing the Academics Tab Procedure The academics tab displays Career, Program, Plan, Sub-Plan, and Term information. This includes enrollment, history, grades, and GPA. Depending on your access level, you can also drill down for more information and enroll a student for classes. 1. This tutorial begins after navigating to Campus Community > Student Services Center and searching for the student. 2. Click the Academics tab. Page 23

3. The Institution/Career/Program section contains information such as the student's current Program, Admit Term, Plan, and Requirement Term. For a more detailed explanation of the information in this section, refer to the tutorial under Fundamentals: The Prerequisite > Academic Structure in UAccess Student > Career, Program, and Plan: Understanding the New Vocabulary. 4. From this page you can navigate to more detailed Program and Plan information. Click the Edit Program Data button. Page 24

5. You are now viewing the Student Program/Plan component. Many of the details in this component are the same as those visible from the academics tab in Student Services Center. Note: For more information on the fields on this tab, as well as the additional tabs, refer to the relevant tutorials under Managing the Student Program/Plan Component > The Basics. 6. However, the Student Degrees tab may be useful to you. Click the Student Degrees tab. Page 25

7. The Degree Checkout Stat will display any Degrees that have been applied for, or awarded, for that Career. If no Degree has been applied for or awarded, the field will be blank. Click the Cancel button. 8. Scroll down to see additional information on the page. Click the scrollbar. Page 26

9. In the Term Summary section you see current and historical information. 10. The highlighted and bolded term is the one you are viewing details for. In this example, information for Fall 2011 is displaying. 11. You see the student's enrollment eligibility, Academic Level, any classes the student is currently registered for, and Statistics (GPA information). 12. To view historical data click on a previous term. Click the 2111 - Spring 2011 link. 13. Now that you are looking at a historical term, you can see the student's classes for that term, complete with Units, Grading, and Grades. 14. Click the scrollbar. Page 27

15. The Statistics section provides term, as well as cumulative, Statistics. 16. That's it for viewing the academics tab in Student Services Center. End of Procedure. Page 28

Viewing Academic Requirements Procedure This tutorial walks you through how to view Academic Requirements from the student center tab. 1. This tutorial begins after navigating to Campus Community > Student Services Center and searching for the student. 2. The Advisement Report is a degree audit that includes Taken and In Progress courses and is used to determine a student's outstanding requirements. Viewing Academic Requirements from the student center tab is similar to generating the Advisement Report. Note: For information on the details of the report, refer to the Generating an Advisement Report tutorial. Click the Group Box drop-down list. Page 29

3. Click the Academic Requirements list item. 4. Click the Go button. Page 30

5. This report shows courses a student has taken or is currently taking and how those courses apply to the student's Degree Program. Click the scrollbar. Page 31

6. For more information on the details within the report, or viewing the pdf version, refer to the Generating an Academic Advisement Report tutorial. Click the Cancel button. 7. This completes the tutorial on viewing Academic Requirements through Student Services Center. End of Procedure. Page 32

Generating Advisement Reports Generating an Academic Advisement Report Procedure As a student progresses towards graduation, the Advisement Report analyzes all Careers, Programs, Plan information, coursework taken, grades earned, restrictions, and pre-conditions or conditions completed, to determine outstanding requirements. This tutorial walks you through how to request and view the Academic Advisement Report. 1. Use the Academic Advisement Report to determine outstanding requirements and see courses Taken and In Progress towards the student's major and minor. The component used to generate the Academic Advisement Report is found by navigating to Academic Advisement > Student Advisement > Request Advisement Report. 2. Generating a new report ensures you see the most current data. Click the Add a New Value tab. Page 33

3. Enter the student's ID. Enter "09182736" in the ID field. 4. Click the 09182736 list item. 5. You must select a Report Type. Click the Report Type magnifying glass. Page 34

6. Note: If you are running the report for a student who is no longer active, you should select Non Active Students Advisement. The Non Active Students Advisement report allows you to request an Academic Advisement Report for a student who is not active at the University, such as a student on leave of absence or returning to complete a degree. 7. Academic Advisement Report is the value you will use most often and it is recommended you set this in your User Defaults. Note: For information on setting your defaults, refer to the tutorial under Fundamentals: The Prerequisite > Introduction > Setting User Defaults. User Defaults 4 contains the field for Advisement Report Type is under User Defaults 4. Click the Academic Advisement Report link. Page 35

8. Click the Add button. Page 36

9. The Report Date and As of Date automatically populate and, in most cases, do not need changed. Click the Process Request button. Page 37

10. Notice the symbols for Taken and In Progress. These show in the Status columns of the report. Note: Planned courses do not display on the Academic Advisement Report. To see those courses, refer to the Generating an Advisement Planner Report tutorial. 11. Scroll down to see additional information. Click the scrollbar. Page 38

12. Requirements that have been fulfilled are collapsed and requirements that haven't are expanded. You can collapse and expand any section to view requirements. 13. In this example, the student has fulfilled the Tier II Arts requirement, so that section is collapsed. 14. Click the right arrow to expand any section. Click the Expand button. Page 39

15. Within the section is a list of courses that may be used to satisfy the requirement. Since the student already met this requirement, you can see which course was taken. Not all courses may be displaying so make note of any navigation at the end of the course listing. 16. To collapse the section again, click the down arrow. Click the Collapse button. Page 40

17. The Tier II Individual & Societies section is already expanded because that requirement has not been met. 18. This student needs to complete one course, and a list of qualifying courses displays. Again, not all courses may be showing so make note of any navigation at the end of the course listing. 19. Scroll down to access the button and links at the bottom. Click the scrollbar. Page 41

20. The pdf is a printable, non-interactive version of the report. Cumulative GPA, total units, and Requirement Term are only available on the pdf report. Note: There is also a View Report as PDF button at the top of this page. Click the View Report as PDF button. Page 42

21. Scroll through the report to view the student's information. Click the scrollbar. Page 43

22. Located at the bottom of the report is the Course History section, which shows all coursework the student has taken. A comprehensive Course History is only available on the pdf report and is also a place to view repeat codes applied to the student's coursework. 23. Requirement Designation indicates special status of a course, such as taken for Honors Credit (HNRS or HNRC), a converted DARS exception for a transfer course (TSUB), or even what equivalent level of UA Chemistry or Physics a transfer course may fulfill (e.g. CHM1=First Semester Introductory Chemistry). Once you are done looking at the report make sure you close the appropriate window. 24. You have completed this tutorial on how to run an Academic Advisement Report. End of Procedure. Page 44

Generating a Planner Report Procedure As a student progresses towards graduation, the Advisement Report analyzes all Careers, Programs, Plan information, coursework taken, grades earned, restrictions, and pre-conditions or conditions completed, to determine outstanding requirements. This tutorial walks you through how to request a Planner Report. 1. Like the Academic Advisement Report, the Planner Report shows the courses a student has Taken as well as those In Progress. In addition, it also indicates any Planned courses. The component used to generate the Academic Advisement Report is found by navigating to Academic Advisement > Student Advisement > Request Advisement Report. 2. Click the Add a New Value tab. 3. Enter the student's ID. Enter "09182736" in the ID field. Page 45

4. Click the 09182736 list item. 5. Click the Report Type magnifying glass. Page 46

6. Click the Advisement Planner Report link. Page 47

7. Click the Add button. Page 48

8. Click the Process Request button. Page 49

9. Planned course are those not taken or enrolled in but those marked in the student's My Planner or Shopping Cart. Planned courses show as fulfilling requirements, even if the student is not enrolled in the course. Cumulative statistics, such as total units, are also affected so be aware that the student may not be as far along in meeting requirements as it appears. 10. Note: To view cumulative GPA, total units, Requirement Term, and Course History, click View Report as PDF. 11. You have completed the tutorial on Generating a Planner Report. End of Procedure. Page 50

Generating a What-If Report Procedure This tutorial walks you through how to create the What If Report. 1. The What-If Report allows you to view alternative majors, minors, and courses for a student without changing the student's current Program, Plan, or enrolled courses. The component used to generate the What-If Report is found by navigating to Academic Advisement > Student Advisement > Request Advisement Report. 2. Generating a new report ensures you see the most current data. Click the Add a New Value tab. 3. Enter the student's ID. Enter "09182736" in the ID field. Page 51

4. Click the 09182736 list item. 5. You must select a Report Type. Click the Report Type magnifying glass. Page 52

6. Click the What If Report link. Page 53

7. Click the Add button. Page 54

8. Click the Use Career Simulation checkbox. 9. Click the View/Change Career Simulation link. Page 55

10. The fields for the What-If Data are automatically populated with data from the previous What-If Scenario. Also, if the student has more than one Career, make sure you navigate to the appropriate Career using the navigation buttons. 11. The Copy button clears the previous What-If Scenario and populates the fields with the student s current Program, Plan, Sub-Plan, and Requirement Term. Note: If this is the first time the What-If Report has been run, the data fields will be blank prior to clicking Copy. Click the Copy button. Page 56

12. The system requires you to confirm you want to overwrite the existing scenario. Click the Yes button. Page 57

13. For students with a 2104 (Fall 2010) Requirement Term or later, your selection in the Academic Program field determines the values available in the Academic Plan and Sub-Plan fields. If the Requirement Term is prior to Fall 2010, all Plans and Sub-Plans are available, regardless of the Program selected. 14. If the scenario is for a different Program, enter the code. If you don't know the code, click the magnifying glass. Enter "uengr" in the Academic Program field. 15. Click the UENGR list item. 16. Change the Requirement Term by entering the code. If you don't know the code, click the magnifying glass. Enter "2064" in the Requirement Term field. 17. Click the 2064 list item. Page 58

18. Enter the Plan code for the What-If Scenario. If you don't know the code, click the magnifying glass. Enter "msebsmse" in the Academic Plan field. 19. Click the MSEBSMSE list item. 20. The lowest Plan Sequence number (usually 1 or 10) should be the primary major. 21. Indicate any minors or secondary majors by adding a row. 22. With the Requirement Term and Academic Plan selected, you are ready to process the What-If Report. Click the OK button. Page 59

23. Click the Process Request button. Page 60

24. This report evaluates the course requirements for the alternative major based on courses the student has already completed. Note: For information on how to read and use the report, refer to the Generating an Academic Advisement Report tutorial. 25. You have completed this tutorial on creating a What-If Scenario. End of Procedure. Page 61

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Understanding Advisor Notes Viewing an Advisor Notes Procedure In this tutorial, you will learn how to view an existing Advisor Note. 1. View an Advisor Note by navigating to Academic Advisement > UA Advisor Notes > UA Note Entry. Note: In UAccess Student you can view any Advisor Note in the system. 2. There are multiple ways to search for a note. If you know the student's ID, enter the number in the ID field. However, you may also search using the other fields. Note: Searching by the ID is often the quickest way to locate your student and the specific note you want to view. 3. Enter "09182736" in the ID field. Page 63

4. In this tutorial you are searching by the student's ID. Click the 09182736 list item. 5. Click the Search button. Page 64

6. If multiple matches display, identify the correct student and/or the appropriate note. Note: In this example, because you searched by ID, all the results returned are for the same student. Each line is a different Advisor Note, as identified by the Contact Date and Note ID. Click the 319723 link. Page 65

7. If applicable, click the arrows to navigate the rows of information within each section. Note: To view details regarding the fields and sections within the Advisor Note, refer to the Creating an Advisor Note tutorial. 8. Click the scrollbar. Page 66

9. Returning to the Search Results screen allows you to view other notes or search for a different student. Click the Return to Search button. 10. You have completed this tutorial on viewing an Advisor Note. End of Procedure. Page 67

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Creating an Advisor Note Procedure Creating an Advisor Note allows you to save comments about student appointments and discussions. 1. This tutorial begins after navigating to Academic Advisement > UA Advisor Notes > UA Note Entry. 2. Since this is a new note, you need to click the additional tab. Click the Add a New Value tab. 3. Enter the student ID for the student you are creating a note for. Enter "09182736" in the ID field. Page 69

4. Click the 09182736 list item. 5. Click the Add button. Page 70

6. The Contact Date field defaults to the date you are entering the note, but the date can be changed if the appointment, discussion, or other action took place on a different day. 7. Enter the Advisor College code. If you don't know the code, click the magnifying glass. Enter "CFA" in the Advisor College field. 8. Click the CFA list item. 9. You are required to identify a Note Category, which allows you to select the type of interaction that took place with your student. Click the Note Category magnifying glass. Page 71

10. Select the applicable interaction from the table. Note: Selecting Appointment generates an email survey to the student about advising services. Click the APPT link. Page 72

11. Enter a brief description in the Note Title field. Enter "Fall 2011 courses" in the Note Title field. 12. Although it is not a required field, you may enter a Topic. Click the Topic magnifying glass. Page 73

13. Select the relevant Topic. Click the Degree Audit Review link. Page 74

14. If a form is filled out during the appointment or discussion, this should be indicated in the Form field. Click the Form magnifying glass. Page 75

15. Click the scrollbar. Page 76

16. Choose the form you filled out. Click the Major Requirements Checklist link. Page 77

17. Use the Referral field when you refer the student to a particular office or department. Click the Referral magnifying glass. Page 78

18. Select the type of Referral from the table. Click the scrollbar. Page 79

19. Click the HONORS link. Page 80

20. Add additional Topics, Forms, Referrals, or Comments relevant to the appointment or discussion by clicking the appropriate plus (+) sign. For this student, you want to delete the Referral. Click the Delete button. Page 81

21. The system requires you confirm the deletion. Click the OK button. Page 82

22. In the Comments field enter any additional notes. These notes become part of the student's record and, although they are not viewable to students, they can be subject to subpoena. Be professional and factual and use objective language whenever possible. Note: The Advisor Note cannot be edited once it is saved, but you may add an addendum if it's a note you entered. Enter "adding psyc minor" in the Comment field. 23. Click the scrollbar. Page 83

24. Once saved, the note cannot be deleted. To delete a note, contact your College Advising Coordinator. Click the Save button. Page 84

25. The note indicates the NetID of the person who entered the note and the note is time and date stamped. 26. Click the scrollbar. Page 85

27. In addition, when the note is saved a Note ID is generated, which can be used when conducting a future search. 28. You have completed this tutorial on how to create an Advisor Note. End of Procedure. Page 86

Adding an Addendum to an Existing Note Procedure This tutorial shows you how to add an addendum to an existing Advisor Note. Note: You can only add an addendum to a Note you created. 1. This tutorial begins after navigating to Academic Advisement > UA Advisor Notes > UA Note Entry. 2. There are multiple ways to search for a note. If you know the student's ID, enter the number in the ID field. However, you may also search using the other fields. Note: Searching by the ID is often the quickest way to locate your student and the specific note you want to view. 3. Enter "09182736" in the ID field. Page 87

4. Since you are searching for an existing Note, make sure you are on the Find an Existing Value tab. Click the 09182736 list item. 5. Click the Search button. 6. If multiple matches display, identify and select the appropriate person and Note you are adding the addendum to. Note: If a student has multiple Notes, there is a separate line for each note as identified by the Note ID. Click the 319724 link. Page 88

7. Since you can't edit an existing comment, adding an addendum requires you add a row and create an additional comment. Click the Add button. 8. Enter the desired information into the new Comment section. Enter "Entered incorrect minor" in the Comment field. 9. Click the scrollbar. Page 89

10. Click the Save button. 11. Click the arrows to navigate the rows of information within the Comment section. Click the Previous button. 12. The View All button displays all the Comments for this Note. Click the View All link. 13. Click the scrollbar. Page 90

14. The Return to Search button returns you to the UA Note Entry search screen, where you can search for another Note or navigate to another component. Click the Return to Search button. 15. You have now walked through how to add an addendum to an Advisor Note. End of Procedure. Page 91